Item groups are used to gather a number of items into groups, from which these items are assigned to the same accounts for sales, purchases, from the stock draft, etc.
Item groups can be set up to determine the posting of cost of goods sold, stock issues, sales and purchases and posting from the stock journal etc. for a collection of items where the item group is selected.
Select
Lager/Maintenance/Commodity group to display the overview of the commodity groups.
What are the product groups used for?
A general setup of coding for the items that are assigned to an item group. Note that in several places in Uniconta, you can override a group's values by selecting other values.
- Item groups are used to determine the posting of sales and purchases of goods, both which accounts to post to and which VAT types to use
- The product groups can be set up to use different account assignments depending on whether it is sales/purchases to/from Domestic, EU member states, International, Non VAT-registered and VAT-free countries.
- Tariff number and Country of Origin can be added for EU Sales(EU Sales, Intrastat and EU List System)
- Determine the posting of cost of goods sold and the value of the stock issue from the warehouse.
- Set up account and counter account for posting from a stock draft, as well as loss/profit account and a stock value adjustment account.
- If you use production, production outgoing and incoming goods as well as increasing inventory value can be controlled via the item group setup
Note: For debtor groups and creditor groups, you must select Item group in the 'Revenue accounting' field to use the set up item groups.
Read more about debtor groups
here and creditor groups
here.
Item group local menu
Description of the menu
| Name |
Description |
| Add item group |
Click here to add a product group |
| Edit an item group |
Click here to edit an item group |
| Copy item group |
Here you have the option to copy the item group you are in. |
| Refresh |
After making a change or creating a new product group, click 'Update' to see the changes. |
| Accounts receivable accounting |
Here you can build a matrix so that revenue and cost of sales are booked in a cross product of debtor groups and product groups.
Read more here. |
| Accounts payable accounting |
Here you can build a matrix so that revenue and cost of sales are booked in a cross product of vendor groups and product groups.
Read more here. |
| Layout |
Here you can select and save a layout.
Read more here. |
| All fields |
This button shows all fields in the item group you are on. |
Fields under the product groups
This section describes how to fill in the fields in the product group and for what purposes.
If you fill in the fields here, they will be used for all the items associated with the selected item group.
Note: Some of the fields in the item group can be overridden elsewhere in Uniconta (on the sales order, purchase order, draft lines, item card, etc.) There is a hierarchy that determines what information Uniconta uses. Read more about this hierarchy further down in the article.
Description
| Field name |
Field Description |
| Group |
A short name for the group (20 characters) |
| Name |
A longer name for the group (30 characters) |
| Default item group |
If you want a default item group that is always selected on newly created items, you can check the box next to Default. |
| Automatically generated key |
Generate an item number for a newly created item. Read more here... |
| Tax group |
Allows you to assign a tax group to a product group and not just to the individual item. |
| Project type |
Select a project type to apply to all items in the current project group. If this field is filled in, it is not necessary to fill in the Type field on the item cards. |
EU Sales
| Field name |
Field Description |
| Tariff number |
Enter the CN8 commodity code - used for Intrastat and EU List System
Note: If a tariff number is created directly on the item, the tariff number from the item is used. Read more about the hierarchy further down in this article. |
| Country of origin |
Select country - used for Intrastat and EU Listing System
Note: If the country of origin is created directly on the item, the country of origin from the item is used. Read more about the hierarchy further down in this article. |
Accounts
| Field name |
Field Description |
| Cost of goods sold |
Select the account to which the cost of goods sold should be recorded for a sale (usually an account in operations). |
| Outgoing inventory |
Select the account to which the goods issue should be registered upon a sale (usually an account in status). |
| Record cost of goods sold when selling services |
If you want the cost of goods sold to be booked when selling services, check the box.
Note! When posting services on projects, cost of goods sold is NOT posted if the services are posted with the Labor wage type, as this type is intended to be used with wage types and not with item numbers. |
| Loss/profit with fixed cost purchasing |
When using the cost model Fixed cost price, the cost price is fixed until it is changed manually.
This means that receipts and issues on this item will always be booked at the fixed cost price.
However, the item can be purchased at a different cost price, and a difference arises.
The difference is posted to the account set up in the field. |
Parts lists
If production parts lists are used and goods are produced with goods from your own warehouse, the posting of outgoing and incoming goods can be set up here.
| Field name |
Field Description |
| Production, retirement |
Select an account for the stock issue for the item included in the production |
| Production, supply |
Select an account for the inventory addition for the produced item |
| Increase inventory value |
Increases the value of the finished product. This only if the production item does NOT have a check mark in Cost is sum of lines.
Must be an operating account |
Warehouse draft
If you use the inventory draft, you can set up fixed accounts against accounts for the product group here.
| Field name |
Field Description |
| Lager, Receipts (Warehouse draft) |
Account where stock receipts should be posted using the stock draft and the goods movement 'Indkøb'.
Note: Account can be overwritten on the draft line. |
| Counter account (stock draft) |
Counter account where stock issues should be posted when using the stock draft. If you have separate stock accounts for stock receipts and stock issues, it is recommended to fill this field with a separate stock adjustment account in the status (for example, account 5545 in the standard chart of accounts).
Note: Account can be overwritten on the draft line. |
| Tab/Wind |
In the chart of accounts, it is possible to select an account with the system account "Loss/Win". If you want to use a different "Loss/Win" account, you can specify it here in the item group.
Note: Account can be overwritten on the draft line. |
| Warehouse weather regulation |
In the chart of accounts, it is possible to select an account with the system account 'Inventory value adjustment'. If you want to use a different 'Inventory value adjustment' account, you can specify it here on the item group.
Note: Account can be overwritten on the draft line. |
Inland
| Field name |
Field Description |
| Sales account (Domestic) |
Sales account to which the sale should be posted (usually an account in operations). |
| Purchase account (Domestic) |
Purchase account to which the purchase should be posted (usually an account in status). |
| Sales tax (Domestic) |
Enter a VAT code for the desired product group.
Read more about VAT setup here... |
| Purchase VAT (Domestic) |
Enter a VAT code for the desired product group.
Read more about VAT setup here... |
| Use these values by default |
If a product group specifies sales/purchase account and sales/purchase VAT "Domestic" but not "International" or other regions (the fields remain empty), you can check "Use these values as default" under "Domestic". This will use "Domestic" as the default sales/purchase account and sales/purchase VAT for all countries. |
EU member states, International, Not VAT registered and VAT free
To be filled in if goods are purchased or sold abroad.
| Field name |
Field Description |
| Sales account |
Select a sales account for e.g. abroad. |
| Purchase account |
Select a purchase account for e.g. abroad. |
| Sales tax |
If sales tax, select it here. |
| Purchase VAT |
If purchase VAT, select it here. |
Cost of goods sold and outgoing inventory
Accounts for posting cost of sales in Finance are specified under
Lager/Maintenance/Commodity groups. Cost of goods sold is posted when invoicing.
Read about posting sales lines without an item number
here.
Note: Cost of sales is
only posted in Finance if accounts are specified in the
Cost of sales and
Stock out field on the item group.
If the two fields are not filled in, the cost of goods sold is not posted in Finance. If the cost of goods sold is not posted during invoicing, it can be calculated and posted manually after an inventory/stock count.
Cost of sales is typically an operating account in the income statement. In the example, account 1330: "Cost of goods sold" is used.
Inventory is typically a status account in the balance sheet. In the example, account 5540: "Inventory disposal" is used.
Accounts are specified
per product group. The item groups can use different accounts. If there are product groups that do not need to post cost of sales automatically, you do not need to fill in accounts on the respective groups.
Inventory draft, receipt and counter account
If you use the stock draft, you can set up fixed stock receipt accounts and counter accounts in the product group.
These settings are used in the stock draft (
Lager/Stock draft).
Lager Approach is typically a balance sheet account from the inventory account group. In the example, account 5545: "Inventory adjustment" is used.
The stock draft is only posted in Finance if the account is specified in the field "Lager, receipt (Stock draft)".
Account is specified
per item group. The item groups can use different accounts. If there are product groups where the inventory draft is not to be posted in Finance, no accounts need to be filled in for the respective groups.
See an explanation of the movement types in the inventory draft: Read
here
Stock draft, Loss/Wind and Stock value adjustment
"Loss/Win" and "Inventory value adjustment" can be set up by default in the chart of accounts using system accounts.
Here you can see how to select a system account on the chart of accounts in Finance. There are two system accounts for inventory, namely "Inventory value adjustment" and "'Draft for loss/profit entry"
Read more about the chart of accounts here...
Inventory value regulation (system account 1) Movement type
Regulation.
Draft for entering Loss/Win (system account 2) Movement type
Count, Loss/Win & Obsolete.
All are posted to the item group's account "Lager, receipt (Warehouse draft)".
Purchases, Sales and VAT accounts in Item groups
In
Lager/Maintenance/Commodity groups, accounts and VAT codes can be specified for use in purchase and sales invoices.
Note: They are only used if: The
Accounts receivable and Accounts payable group has revenue coding by Item groups.
Debtor group:
The creditor group:
Accounts and VAT codes from Item groups are not used if the Debtor group has specified account assignment by Debtor groups and the Vendor group has specified account assignment by Vendor groups.
Read more about debtor groups
here and creditor groups
here.
Mom zones
The VAT zone on the debtor and creditor determines the purchase and sales account and VAT code (unless a special VAT code is specified on the debtor or creditor).
VAT zones:
- Inland
- EU member states
- International (non-EU)
- Not registered for VAT
- VAT free
Note: If "Use these values as default" is checked, the domestic setup will be used for all VAT zones that are not filled in.
VAT zone on Debtor:
VAT zone on Accounts Payable:
Automatically generated key
On the item groups, you can select a number series, which will generate an item number for the item upon creation, if you have not entered a number yourself.
Read more about creating an
autogenerated key here...
Loss/profit: If you want different loss/profit accounts in Finance for different groups of goods, it can be set up on the product group under "StockCharge".
The hierarchy for posting items
Some of the fields in the item group can be overridden elsewhere in Uniconta (on the sales order, purchase order, draft lines, item card, etc.) There is a hierarchy that determines what information Uniconta uses.
The hierarchy of what information Uniconta uses is as follows:
- Sales and purchase lines (Via the "Revenue account" and "Expense account" fields)
- Sales and Purchasing header (Via the "Revenue account" and "Expense account" fields)
- Item card - does not apply to posting, but applies to e.g. "Tariff number"
- The item group if item discounting is used on the debtor and creditor groups.
- The debtor and creditor group if debtor or creditor posting is used on the debtor or creditor group.
Examples:
- If one revenue account is selected on the order and another on the item group, Uniconta will use the account from the order, as the order is higher up in the hierarchy than the item group.
- The tariff number can be selected on the item card and on the item group. Uniconta looks at the item card first, as the item card is higher in the hierarchy than the item group.
- If item group posting is selected on the debtor or creditor group, but the item group is not filled with the relevant accounts, Uniconta jumps to the debtor or creditor group and uses these accounts.
What happens if not all sales and purchase accounts are filled in the group?
If the debitor group is set to "Revenue account = Product groups" and other revenue accounts (e.g. 'International') are not filled in on the product group and "Use these values as default" under "Domestic" is not checked, Uniconta will jump to the debitor group and use these accounts. If revenue accounts are not filled in on the debtor group, you get the error: "Account number is not specified".
If the vendor group is set to "Purchasing accounts = Item groups" and other purchasing accounts (e.g. 'International') are not filled in on the item group and "Use these values as default" under "Domestic" is not checked, Uniconta will jump to the vendor group and use these accounts. If purchasing accounts are not filled in on the vendor group, you get the error: 'Account number is not specified'.
If the customer group is set to "Revenue coding = Item groups" but there is no item number on the order (only entered text), then customer group coding is used.
If the vendor group is set to "Purchase accounting = Item groups" but there is no item number on the order (only entered text), then vendor group accounting is used.
If
'Accounts Receivable' / 'Accounts Payable' is set up under the Item group, this is used. If an account is not specified under Accounts Receivable or Accounts Payable, Uniconta will jump back to item group posting.